St Mary’s Students’ Union Sports Clubs and Societies Membership Refund Policy 1. INTRODUCTION 1.1. Sports Clubs and Societies are an important part of the university experience and provide extra-curricular learning and social development for the students who take part. Each sports club and society will charge a membership fee (in accordance with the SMSU Constitution and Byelaws and the Grant Allocation Policy), which will fund activities, kit, travel, equipment etc. From time to time, there may be a need for a student to be refunded membership fees due to personal circumstances, and this policy highlights the regulations for refund of membership. 2. REASONS FOR REFUND 2.1. Refunds will only be given to students with reasons highlighted in this policy AND via sign off by the Vice-President Sports and Societies and Club/Society President using the ‘Request for Membership Refund’ form available from the SMSU Offices. 2.2. Acceptable reasons for refund of membership include the following: a) Withdrawal from University b) Leave of absence from University c) Injury preventing engagement with activity d) Special circumstances (to be considered by the Sports and Societies Committee) 2.3. Refunds for dissatisfaction will be dealt with by the Sports and Societies Committee. The Sports and Societies Committee will discuss with the Sports Club or Society President the issues relating to the request for refund and will act as a mediator between the member and President. Refunds for dissatisfaction will be awarded at the discretion of the Sports and Societies Committee. 3. PROCESS 3.1. A member of a sports club or society who is seeking a membership refund should speak initially with the President concerned to discuss the issues related to the request in an attempt to reach a suitable outcome (especially in cases of dissatisfaction). 3.2. If the President agrees that a refund is due to the member, then a ‘Request for Membership Refund’ form should be completed and sent to the Vice-President Sports and Societies. 3.3. The ‘Request for Membership Refund’ form should be accompanied by evidence to support the request. ‘Request for Membership Refund’ forms will not be accepted without suitable evidence.
DS SMSU CEO November 2015
St Mary’s Students’ Union Sports Clubs and Societies Membership Refund Policy 3.4. Should a request for refund be due to the circumstances listed in clause 2.2 (a/b/c), then a refund will be granted based on the timescale and amounts listed in clause 4. 3.5. Should a refund request be made due to ‘special circumstances’, the case will be considered by the Sports and Societies Committee. The committee will discuss the refund request and evidence provided by both the member and sports club/society President and will decide whether a refund can be awarded. The Vice-President Sports and Societies will write to the member with the final decision. 4. TIMELINE AND REFUND AMOUNT 4.1. Should a member of a sports club or society be granted a membership refund, the following timescales and amounts will apply: 4.1.1. Sports Clubs: a) claimed before 1 December = full refund b) claimed after 1 December but before 1 February = £70 c) claimed after 1 February = no refund 4.1.2. Societies: a) claimed before 1 December = full refund b) claimed after 1 December = no refund 5. APPEALLING A DECISION 5.1. A member who feels that a decision was made unfairly and the correct procedure was not followed can make representations to the Appeals Committee within 10 working days of notice of the original decision. 5.2. The Appeals Committee will include the following:
SU President (Chair) 2 Executive Committee Members (nominated by the SU President) 1 SU member of staff Vice-President Sports and Societies (to present the case) CEO or delegated member of staff (advisory only).
5.3. The Appeals Committee will meet in accordance with the following: 5.3.1. The member requesting a refund feels that they have the right to appeal the decision of the Vice-President Sports and Societies/Sports and Societies Committee.
DS SMSU CEO November 2015
St Mary’s Students’ Union Sports Clubs and Societies Membership Refund Policy 5.3.2 There is a declaration of interest for the Vice-President Sports and Societies or members of the Sports and Societies Committee and therefore the case should be heard by an uninvolved party. 5.3.3 The case is deemed as far too complex or severe for the Vice-President Sports and Societies or Sports and Societies Committee to act upon appropriately. 5.4. The Appeals Committee will consider the case and respond to the member within 10 working days of a decision being made.
Document title:
SMSU Sports Clubs and Societies Membership Refund Policy
Version
1
Department responsible
Students’ Union
Authors
SU CEO
Document date
November 2015
Date last amended
November 2015
Effective from
1 November 2015
Review date
01 August 2018
Impact Assessment Date History (where discussed / circulation / committees considered
Draft circulated to Officer Trustee Team and Sports and Societies Committee for comment 01/11/2015 SMSU Trustee Board: SU Council:
DS SMSU CEO November 2015